How to organise a King’s Market from start to finish

A King’s Market needs more than stalls and orange decorations. Start with the location, permit and insurance, then build the exhibitor list before planning the layout, power, toilets and traffic measures. In the final week, lock down registrations, dietary requirements and stall assignments. On the day, keep the loading area clear, check every tent and stall, and set up drinks, coffee and signs before visitors arrive.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Apply for a permit
2
Secure market location
3
Check insurance
4
Invite exhibitors
2 people
5
Process registrations
2 people
6
Assign stalls
2 people
7
Confirm exhibitors
8
Collect dietary requirements
9
Publish stall layout
10
Confirm traffic measures
11
Check power outlets
2 people
12
Reserve toilet facilities
13
Arrange waste collection
14
Record emergency contact
15
Check the weather forecast
16
Send exhibitors the final briefing
17
Check the shopping list
18
Do the shopping
2 people
19
Collect materials
2 people
20
Check stalls and tents
2 people
21
Prepare route signs
2 people
22
Print the market list
23
Chill drinks
2 people
24
Set up the coffee and tea station
2 people
25
Clear the loading area
2 people
26
Sweep the site
3 people
27
Set up the stalls
4 people
28
Build party tents
4 people
29
Set up tables and chairs
4 people
30
Connect power
2 people
31
Hang lighting
3 people
32
Hang decorations
3 people
33
Place waste stations
2 people
34
Put up route signs
2 people
35
Attach stall numbers
2 people
36
Welcome exhibitors
3 people
37
Direct exhibitors to their spot
3 people
38
Conduct a safety check
2 people

Event

39
Open information point
2 people
40
Welcome visitors
3 people
41
Staff the information point
2 people
42
Serve coffee and tea
2 people
43
Refill drinks
2 people
44
Refill snacks
2 people
45
Empty trash bins
2 people
46
Check toilets
2 people
47
Keep walkways clear
2 people
48
Turn on lighting
49
Inform last visitors
2 people
50
Complete sales to visitors
2 people

Aftercare

51
See exhibitors off
3 people
52
Take down booths and tents
4 people
53
Clear tables and chairs
4 people
54
Remove decorations
3 people
55
Switch off equipment
2 people
56
Collect waste
4 people
57
Clean the grounds
4 people
58
Wash dishes
2 people
59
Return materials
2 people
60
Return borrowed items
2 people
61
Store lights
2 people
62
Store leftover stock
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Market stallsqty 20
Party tentsqty 4
Foldable tablesqty 12
Beer tablesqty 6
Folding chairsqty 30
Bar stoolsqty 6
Booth panelsqty 20
Stall weightsqty 40
High tablesqty 8

Equipment

Coolersqty 6
Kettlesqty 3
Coffee machinesqty 3
Extension cordsqty 8
Cable reelsqty 4
Power stripsqty 8
Mobile card terminalsqty 2
Walkie-talkiesqty 6
Megaphone

Lighting

String lightsqty 8
LED lampsqty 12
Work lightsqty 4
Lamp Standsqty 4
Batteriesqty 24

Decorations

Dutch flagsqty 12
Orange pennantsqty 10
Balloonsqty 100
Balloon pumpqty 2
Booth number signsqty 20
Info boardsqty 6
Directional signsqty 10
Cable tiesqty 200

Tableware

Reusable cupsqty 250
Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60

Kitchen

Serving jugsqty 6
Thermos flasksqty 6
Serving traysqty 8
Cutting boardsqty 4
Kitchen knivesqty 4
Small bowlsqty 12
Pliersqty 8

Cleaning

Waste binsqty 12
Broom setsqty 4
Litter pickersqty 4
Bucketsqty 6
Spongesqty 12
Hand soap dispensersqty 6
Toilet brushesqty 4
Towel dispensersqty 4

Catering

Groceries

Tips

Start the permit and location work first: allow at least 8–12 weeks for applications, insurance checks and traffic measures before inviting exhibitors.
Set a firm exhibitor deadline about 3 weeks before the market. After that, assign stalls, confirm registrations, collect dietary requirements and publish the layout so vendors can plan their setup.
Draw the layout around practical access, not just appearance. Check power outlets for coffee machines and kettles, keep cable reels and extension cords away from walkways, and leave a clear loading route.
Confirm toilets, waste collection and emergency contacts no later than 2 weeks before opening. These are easy to overlook when attention is focused on stalls, tents, flags and balloons.
Use the final 24 hours for a weather check, shopping-list check and exhibitor briefing. On setup day, inspect stall weights, tents, tables and lighting before chilling drinks and opening the coffee and tea station.

Frequently asked questions

How far in advance should I organise a King’s Market?: Begin 8–12 weeks ahead if you need a permit, traffic measures or a new market location. Finish exhibitor registrations and stall assignments around 3 weeks before the event.
When should I confirm market stallholders?: Set the registration deadline 3–4 weeks before the market, then confirm every exhibitor within 3 days. Send the final briefing and stall layout during the last week.
How do I plan power for a King’s Market?: Check every outlet at least 2 weeks in advance and list each coffee machine, kettle, light and card terminal that needs power. Test cable reels, extension cords and power strips before setup, not when vendors arrive.
What should I check on the morning of the market?: Allow 2–3 hours for setup and inspection. Check tents, stall weights, tables, signs, lighting, toilets, waste points and the clear loading area before opening the market.

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